Executive Committee – Meeting Agenda€¦ · 12-01-2017 · Bob Murray & Associates . 1. Develop Candidate Profile based on information gathering meeting w/ RCCC . 2. Advertising

Regional Continuum of Care Council Executive Committee – Meeting Agenda

Meeting Information

Objective: Review agenda for January Governance Board Meeting and approve recommendation for Working Group membership.

Date: 1/12/2017 Location: 1122 Broadway, SD 92101

Meeting Start: 11:00AM Facilitator: Richard C. Gentry

Call-In Details: Dial, 515-739-1020 Access Code, 145921

Note Taker: Melissa Peterman Time Keeper: Melissa Peterman

Members: Richard C. Gentry, Nick Macchione, Karen Brailean, Deacon Jim Vargas

Proxies: Jeff Davis, David Estrella, Susan Bower, Bill Bolstad

Staff: Melissa Peterman

Agenda Items Presenter Time Allotted

1 Welcome and Introductions Richard C. Gentry 5 minutes

2 Action Items a. December Executive Committee

Meeting Minutes b. January Board Meeting Agendac. Executive Director Search

Committeed. Opening Doors Ad Hoc Committee

Composition e. Working Group Expansion Optionsf. FTEH Grant Management –

Delegation of Authority

Susan Bower

Richard C. Gentry

Melissa Peterman

40 minutes

3 Discussion Items a. Intergovernmental Council Meetingb. System Frameworkc. RTFH Monitoring Reports

Richard C. Gentry 15 minutes

4 General Updates Executive Committee If time allows

5 Action Item Summary Melissa Peterman If time allows

Next Meeting: Thursday, February 9, 2017 from 11:00am to 12:00pm at 1122 Broadway, SD 92101

1

Meeting Attachments Page #

1. Executive Committee Meeting Minutes – December 8, 2016 (Agenda Item #2a)……………………………..……..3

2. January Board Meeting Agenda (Agenda Item #2b)………………………………………………………………………………….5

3. Executive Director Recruitment Agency Results (Agenda Item #2c)…………………………………………………………6

4. Working Group Expansion Options (Agenda Item #2e)…..………………………………………………………………………..9

5. Intergovernmental Council Meeting Agenda (Agenda Item #3a)……………………………………………………………10

6. Regional Task Force on the Homeless Data Advisory Committee Audit (Agenda Item #3c)……………………11

7. Regional Task Force on the Homeless San Diego Housing Commission Audit (Agenda Item #3c)…………..23

2

Regional Continuum of Care Council Executive Committee – Meeting Minutes

Meeting Information

Objective: Review agenda for December Governance Board Meeting and approve recommendation for Working Group membership.

Date: 12/08/2016 Location: 4699 Murphy Canyon Road and via Conference Call (CC)

Call-In Details: Number: 712-451-0000 Access Code: 884963

Meeting Start: 10:30 AM Meeting Adjourn: 11:00 AM

Facilitator: Richard C. Gentry Note Taker: Susan Bower

Members Present: Richard C. Gentry, Deacon Jim Vargas, and Karen Brailean (CC) Proxies Present: Bill Bolstad, and Susan Bower Staff: None



2 Action Items a. November Executive Committee

Meeting Minutes b. Working Group Expansion Options

Richard C. Gentry Susan Bower

15 minutes

3 Discussion Items a. Full Membership Meeting b. Intergovernmental Council


4 Informational Items a. Intergovernmental Council Letter b. Procopio Conflict of Interest Assessment c. December Board Meeting Agenda

Richard C. Gentry

5 minutes

5 General Updates Executive Committee If time allows

6 Action Item Summary Susan Bower If time allows

Decisions Motion Second

1 Unanimous Approval of November 9, 2016 Executive Committee Minutes

Deacon Jim Vargas Karen Brailean

2 Unanimous Approval of Working Group Expansion Option #2 as Amended to include an invite of Advisory Committee Chairs to a quarterly meeting of the Executive Officers

Deacon Jim Vargas Karen Brailean

New Action Items Responsible Due Date

1 None.

Other Notes & Information

1 Importance of Regional Task Force on the Homeless support on the Data Driven Justice Initiative was discussed and the Executive Committee supported Regional Task Force on the Homeless participation in the initiative.

2 The Executive Officers discussed presentation to the Full Membership on December 8, 2016.

I. Welcome and Introductions 3:00 to 3:05 p.m.

II. Non-Agenda Public Comment 3:05 to 3:10 p.m.

III. Review and Approve Minutes of December 15, 2016 Board Meeting 3:10 to 3:15 p.m.

IV. Executive Officer Updates 3:15 to 3:30 p.m.

V. Action Itemsa. Regional Task Force on the Homeless Merger Implementation 3:30 to 3:50 p.m.

Presenter: John Lemmo, Procopio

b. Clarifying Resolution Regarding Brown Act Enactment 3:50 to 4:00 p.m. Presenter: John Lemmo, Procopio

c. Regional Task Force on the Homeless Merger Plan 4:00 to 4:20 p.m. Committee: Merger Task ForcePresenter: Chair Richard C. Gentry and Vice Chair Nick Macchione

d. Governance Board Endorsement – Elected Official Seats 4:20 to 4:30 p.m. Committee: Intergovernmental CouncilPresenter: Melissa Peterman

e. County of San Diego’s Proposal to the Board of State and Community Corrections 4:30 to 4:40 p.m.Presenter: Susan Bower, Dorothy Thrush, Lara Easton

VI. Informational Itemsa. Executive Director Update 4:30 to 4:40 p.m.

Presenter: Dolores DiazTopics: 2017 Point in Time Count and Community Plan Request for Proposals

The mission of the Regional Continuum of Care Council (RCCC) is to engage organizations in a community-based process that works to end homelessness for all individuals and families throughout the region and address the underlying causes of homelessness and to lessen the negative impact of

homelessness on individuals, families and communities.

Regional Continuum of Care Council Governance Board Agenda – Regular Meeting

Thursday, January 19, 2017 3:00 - 5:00 p.m.

County of San Diego Health Services Complex 3851 Rosecrans St., Coronado Room

San Diego, CA 92110

Regional Continuum of Care Council

RCCC

5

EXECUTIVE RECRUITMENT FIRM RESPONDENTS

1

FIRM PROCESS TIMELINE PRICING NOTES

Bob Murray & Associates

1. Develop Candidate Profile based on information gathering meeting w/ RCCC

2. Advertising Campaign & Recruitment Brochure

3. Recruit Candidates

4. Screen Candidates

5. Conduct Personal Interviews

6. Conduct Public Record Search

7. Recommend candidates for further

consideration

8. Coordinate and Schedule Interviews with Selection Panel

9. Conduct Background & Detailed Reference

Checks

10. Assist with Negotiations

16 weeks1 • $19,900 plus expenses of $8,0002

• Includes 3 days of onsite meetings

• Throughout process will handle all administrative details (e.g., responding to candidate inquiries).

• Guarantee: 12 months – will conduct search at no cost (with exception to expenses) if candidate terminated within 1st year.

• Payment Terms not specified

• Extensive client list including City of San Diego

• References include: Santa Clara Housing Authority, Oakland Housing Authority and Home Forward in Oregon

1 Includes potential for 2nd interviews. 2 Includes recruiter travel, clerical support, brochure development, placement of ads, credit, criminal & civil background checks, education verification, public record searches, postage printing, etc.


2


Manpower

1. Data Gathering – Initial Consultation Meeting with Appropriate Stakeholders

2. Develop Candidate Profile and Evaluation Tools

3. Run Multi-channel Candidate Recruitment

Campaign

4. Conduct 2 Rounds of Interviews

5. Compile Profile Summaries for Shortlisted Candidates

6. Schedule Interviews with Selection

Committee

7. Conduct Background Checks

8. Assist with Negotiations

16 weeks 19% of first year annual base salary3

• Trevor Blair dedicated point of contact.

• Guarantee: If not completely satisfied with candidate within first 9-months of hire, candidate quits, or is terminated for cause, Manpower will repeat recruitment process at no additional cost, and provided position remains unchanged in job scope, location and compensation.

• References include: United Way San Diego and San Diego Foundation.

3 Potential additional costs not included in pricing: background checks, candidate travel/relocation expenses, and psychometric assessments.


3


Reaction Search

International

1. Data Gathering – Initial Consultation Meeting with Appropriate Stakeholders

2. Develop detailed profile of position, research companies and industries that employ ideal candidate

3. Prepare Search Assignment Profile and

Target List of companies

4. Call targeted companies & mine

nationwide network of contacts for potential candidates

5. Conduct Behavioral Based interviews

6. Schedule Interviews with Selection Committee – provide resumes, interview summary and “Reasons Why” outline to Committee prior to Interviews

7. Prepare selected candidates for initial

interview

8. Schedule Post Interview Debriefs with Selection Committee

9. Schedule Post Interview Debriefs with

candidates

10. Conduct Confidential Reference Checks & assist with negotiations

8 weeks Greater of 25% of 1st year guaranteed compensation – and no less than $30,0004

• Throughout process will have weekly contact with Selection Committee

• Guarantee: Will replace candidate

if candidate or RTFH terminates for any reason (exception is reduction in workforce or insufficient work) within 24-months from date of employment provided vendor is notified in writing within 5-business days of termination.

• Payment Terms: 3 installments – 1/3

due at beginning of search; 1/3 within 45-days of search; 1/3 within 90-days of start of search.

• References include: St. Jude

Children’s Research Hospital, Memphis, TN; ECFMG, Philadelphia, PA; Center for Family Services, Camden, NJ; and Peppers Ranch, Guthrie, OK.

• Included their agreement which

has a few issues that would need to be resolved.

4 Unclear regarding pricing of option items such as: verification of education, driving history and other background checks.

Regional Continuum of Care Council Working Group Expansion Options

•Working Group roster continues to include Executive Committee proxies.•Purpose remains to vet items for Board and Executive Committee meetings.Option #1: Status Quo

•Working Group roster continues to include Executive Committee proxies.•Purpose remains to vet items for Board and Executive Committee meetings.•Invite Advisory Committee Chairs to a Special Meeting on a quarterly basis to

ensure work aligns with organizaton mission, vision, and strategy.

Option #2: Quarterly Meetings

Working Group Recommendation

•Working Group roster expands to include Advisory Committee Chairs•Route A: Existing Advisory Committee Chairs•Route B: Revise Advisory Committee Chairs to ensure Board representation.

•Purpose remains to vet items for Board and Executive Committee meetings.

Option #3: Add Advisory

Committee Chairs

9

Regional Continuum of Care Council Intergovernmental Council – Meeting Agenda

Meeting Information

Objective: Nominate two elected officials to the Regional Continuum of Care Council (RCCC) Governance Board and discuss additional members to the Intergovernmental Council.

Date: 1/11/2017 Location: 1122 Broadway, SD 92101

Meeting Start: 1:00PM Facilitator: Richard C. Gentry

Call-In Details: Dial, 515-739-1020 Access Code, 145921

Note Taker: Melissa Peterman Time Keeper: Melissa Peterman

Members: Richard C. Gentry, Nick Macchione, Jessica Chamberlain, Chief Shelley Zimmerman, Todd Henderson, Adolfo Gonzalez, Dr. Julio Fonseca Proxies: Jeff Davis, Susan Bower, Kelly Duffek Staff: Melissa Peterman



2 Action Items a. Chair & Vice Chair Elections b. Elected Official Nominations c. Meeting Recurrence


3 Discussion Items a. Membership Expansion

Nick Macchione 15 minutes

4 General Updates Intergovernmental Council 10 minutes

5 Action Item Summary Melissa Peterman 5 minutes

Next Meeting: TBD

10

January 6, 2016

HMIS Performance Monitoring Report

Monitoring Team: Michael McConnell, Susan Chung, Tony Sterzinger

- HMIS monitoring is meant to be a tool that leads to an enhanced HMIS organization and system.

This is our first monitoring of the performance of the Regional Task Force on the Homeless, our

HMIS provider. This will be our baseline year amidst many changes in the community. The

monitoring tool is extensive and is meant to help guide improvements to our HMIS system and

the agency which administers it.

Monitoring Process:

- Our first visit on October 20th was with Tara Osier and Wosenie Zimita. The visit lasted

approximately 3 hours and centered on a discussion about the RTFH self-scoring. The

conversation also focused on improvements to the tool and the overall conversation was very

productive.

- Our second visit on November 28th was with Tara Osier and Sydney Roberts. The visit lasted

approximately 3 hours and centered on viewing backup documentation.

- The Data Committee Monitoring Team met with our HUD Technical Assistance providers Natalie

Matthews and Mike Lindsay on November 15th. The team sought clarity on existing questions

and advice on recommendations for improvement to the monitoring tool.

- On December 15th, the Monitoring Team met with Dolores Diaz to debrief on the scoring and

process.

- On January 5th, the completed scoring tool and monitoring report were presented to the Data

Advisory Committee.

Key Points:

Section A- Planning: Sustainability, Strategic Planning and Growth

- There is not a HMIS Strategic Plan. There is a Data Advisory Committee Strategic Plan,

Performance Monitoring Plan, HMIS Grant Requirements and MOU between the RTFH and RCCC

Board. Lack of an overarching plan makes it difficult to monitor overarching progress. There is

agreement that existing plans need to be updated with an overarching HMIS plan developed. A

process needs to be put in place to accomplish the consolidation and update of existing plans.

11

- An area the team thinks needs immediate attention is on knowledge transfer. While there has

been custom training developed for the HMIS side, the overall agency lacks the documentation

and processes that create more seamless integration of new staff. This is especially problematic

given the past turnover of RTFH staff.

Section B- Project Management

- The RTFH is currently working on implementing new systems and processes that will improve

scoring on the weaker items in this section. We are confident that RTFH is moving in the right

direction on the improvements.

- One area of concern was a sizeable balance left on one HMIS grant.

Section C- Management and Operations: Governance

- This section needs some clarification for items where it is not clear that the responsibility lies

with RTFH.

- An area of concern is the lack of a “a transparent process, including clear escalation procedures,

by which consumers may report issues and complaints, and by which issues, complaints, and

resolutions are documented for inspection by CoC leadership?”

Section D- Policies and Procedures

- A monitoring plan for organizations compliance with policies and procedures needs to be put in

place as soon as possible.

- The Team thinks the RTFH needs a Disaster Response and Recovery Plan for the entire agency

and not just for the HMIS data.

- Some items with reference to a “data exchange plan” were removed from scoring due to

additional clarification needed.

- The RTFH does not currently have a separate data base for domestic violence programs. It is the

opinion of the monitoring team that RTFH needs to create a separate data base for domestic

violence programs operated by agencies whose primary mission is serving this population.

Section E- Contributing HMIS Organization Monitoring

- Historically, there has been very little monitoring but as the new policies and procedures are

implemented, there should be many improvements in monitoring moving forward. These are

important items that the RCCC may want to monitor for progress during the year.

Section F- Training and Support

- The RTFH scored relatively strong in this section. Better documentation is needed and additional

or specialized trainings for agency administrators are highly recommended.

12

Section G- Reporting

- The RTFH has made significant progress in this area in 2016 and we are confident that additional

progress will be made in 2017.

Observations:

- RTFH has successfully moved multiple projects forward in 2016. While there are many areas for

improvement, the Monitoring Team has seen that much has been accomplished.

- RTFH staff were supportive of our monitoring and worked diligently with us to complete the

scoring.

- We think that improved documentation of existing processes will lead to higher scores.

- The Monitoring Tool needs refinement to better reflect the responsibilities and goals of our

HMIS Lead Agency.

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Regional Continuum of Care CouncilHomeless Management Information System Lead Agency Monitoring Tool

Reporting Period:__________________________________________Monitoring Completed By:__________________________________

Documentation Verified Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreA1. Has HMIS Lead Agency collaborated with the CoC to create a sustainable HMIS Strategic Plan with a clear vision and goals which was inclusive of CoC leadership, service providers, and individuals experiencing homelessness or were formerly homeless? 2

0= No. HMIS Lead Agency has not created a sustainable HMIS Strategic Plan.1= Partial. HMIS Lead Agency has created a sustainable HMIS Strategic Plan, but it was not inclusive of CoC leadership, service providers, and individuals experiencing homelessness or were formerly homeless.2= Yes. HMIS Lead Agency has created a sustainable HMIS Strategic Plan and it was inclusive of CoC leadership, service providers, and individuals experiencing homelessness or were formerly homeless. NOTE: The Strategic Plan created in consultation with the Data Advisory Committee can be considered as the HMIS Strategic Plan.

2 Used Data Committee Action Plan Documentation Verified

There is not a HMIS Strategic Plan

A2. Is HMIS Lead Agency on track to meet its goals as laid out in strategic plan?

1

0= No. HMIS Lead Agency is not on track to complete its goals as laid-out in the strategic plan.1= Partial. HMIS Lead Agency is mostly on track to complete its goals as laid-out in the strategic plan.2= Yes. HMIS Lead Agency is on track to complete its goals as laid-out in the strategic plan. NOTE: The Strategic Plan created in consultation with the Data Advisory Committee can be considered as the HMIS Strategic Plan.

1 Dropbox has "Grant Deliverables Status" and "Team Assignment" Documents. These are not aligned with an overarching strategic plan.

A3. Does HMIS Lead Agency have a documented method by which knowledge is transferred in the event of staff turnover?

1

0= No. HMIS Lead Agency does not have a documented method by which knowledge is transferred in the event of staff turnover.2= Yes. HMIS Lead Agency has a documented method by which knowledge is transferred in the event of staff turnover.

2 Documentation Verified Knowledge transfer just for HMIS side and not overall agency

Wosenie creates a custom training for each person. This highlights the dangerous reliance on a single person as the knowledge caretaker. However we witnessed a trove of well organized home grown training videos.

A4. Has HMIS Lead Agency documented all expected and actual dates for milestones related to project management, training and system functionality? 1

0= No. The HMIS Lead has not documented all expected and actual dates for milestones.1= Partial. The HMIS Lead has documented some expected and actual dates for milestones, but there is evidence that some milestones have not been documented.2= Yes. The HMIS Lead has documented all expected and actual dates for milestones.

1 Grant deliverables documented but not for training and system funtionality.

A5. Does the HMIS Lead Agency have an HMIS project budget that includes a diversity of funding sources, beyond HUD HMIS grants? 2

0= No. The HMIS Lead solely relies on HUD HMIS grants for the project.1= Partial. The HMIS Lead has sought, but has yet to obtain additional funding beyond a HUD HMIS grant.2= Yes. The HMIS Lead has a diversity of funding sources for the HMIS project (Diverse = 2+ additional funding sources).

2 Budget provided in advance

A6. Has the HMIS Lead implemented a user fee structure that is transparent and well communicated to CHOs?

1

0= No. The HMIS Lead has not implemented a user fee structure.1= Partial. The HMIS Lead has implemented a user fee structure, but has not communicated the structure to CHOs.2= Yes. The HMIS Lead has implemented a user fee structure that is transparent and well communicated to CHOs.

1 Unable to locate documentation at time of monitoring.

While we know the fee structure exists, it was not provided. They did note that it was part of the on line P&P repository but I could not find it anywhere on their website.

867%

Section A- Planning: Sustainability, Strategic Planning and Growth

Section ScoringTotal Score for Section (#)Total Score for Section (%)

Please provide any additional comments in the space below (narrative):

14

Documentation Verified Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreB1. Does HMIS Lead Agency monitor to ensure ServicePoint met the minimum HUD data and technical functionality requirements?

2 0 = No. HMIS Lead Agency did not monitor to ensure Service Point met the minimum HUD data and technical requirements1 = Partial. HMIS Lead Agency did monitor, but did not report the results to the DAC on behalf of the RCCC, to ensure Service Point met the minimum HUD data and technical requirements2 = Yes. HMIS Lead Agency monitored to ensure Service Point met the minimum HUD data and technical requirements and reported the results to the DAC on behalf of the RCCC.

0 Evidenced through observation Spoke with Wosenie. There is a process in place. The work they have done over the past Data Standards change has been well laid out in emails. There is no one document that contains a checklist for these items.

B2. Does HMIS Lead Agency have Participation Agreements with all CHOs?

0 0= No. HMIS Lead Agency has updated Participation Agreements with 0-50% of CHOs1= Partial. HMIS Lead Agency has updated Participation Agreements with more than 50% but less than 100% of CHOs2= Yes. HMIS Lead Agency has updated Participation Agreements signed with 100% of CHOs

1 Outdated 2010 MOUs are most recent and could not be found at time of monitoring.

In the process of changing over to the new MOUs. We looked at about 9 new contracts completed out of 60 agencies. They had hoped to be done by the end of the year but are now looking to the end of January.

B3. Does the HMIS Lead Agency maintain an accurate and updated contact list of CHO HMIS administrators/contacts?

2 0 = No. The HMIS Lead Agency does not maintain a contact list of CHO HMIS administrators/contacts1 = Partial. The HMIS Lead Agency does maintain a contact list of CHO HMIS administrators/contacts, but it is not updated on an efficient and regular basis2 = Yes. The HMIS Lead Agency does maintain a contact list of CHO HMIS administrators/contacts and it is updated on an efficient and regular basis (NOTE: Efficient and regular basis defined as at least annual).

2 RTFH provided a paper list of names from a ServicePoint report and the monitoring team audited a sample and was satisfied that the list was updated and accurate.

B4. Does the HMIS Lead Agency have an established "user group"?

2 0 = No. The HMIS Lead Agency does not have an active and established "user group" for HMIS.1= Partial. The HMIS Lead Agency has an established "user group" for HMIS but it is not actively meeting. 2 = Yes. The HMIS Lead Agency does have an active and established "user group" for HMIS.

2 Documentation Verified by viewing meeting agenda provided in Dropbox.

B5. Did the HMIS Lead Agency develop and implement an incident tracking system inclusive of a resolution element?

1 0 = No. The HMIS Lead Agency did not develop or implement an incident tracking system inclusive of a resolution element.1= Partial. The HMIS Lead Agency developed an incident tracking system inclusive of a resolution element but has not implemented it. 2 = Yes. The HMIS Lead Agency developed and implemented an incident tracking system inclusive of a resolution element.

2 New system is online and will be fully rolled out by the end of January.

Purchased and implemented a new work ticketing system, 'Zen Desk'. However, the old system did not appear to enjoy wide adoption by RTFH staff.

B6. Did the HMIS Lead Agency resolve reported incidents in a timely manner?

1 0 = No. The HMIS Lead Agency did not resolve reported incidents in a timely manner (5 or more business days to resolve). 1 = Partial. The HMIS Lead Agency resolved reported incidents in a semi-timely manner (3-4 business days to resolve). 2 = Yes. The HMIS Lead Agency resolved reported incidents in a timely manner (0-2 business days to resolve).

1 Resolving incidents but no proof for being done in a timely manner.

We asked Sydney to pull a report from the WorkForce system. The tickets were not being closed in a timely manner. We asked her to pull up individual open tickets for requests on account creation because they were easily verified. The work was done but the tickets were open. No documents provided to show timeliness.

B7. Did the HMIS Lead Agency leave any incidents unresolved at the end of the reporting term?

1 0 = Yes. The HMIS Lead Agency had unresolved incidents at the end of the reporting term. 1 = Partial. The HMIS Lead Agency had some unresolved incidents at the end of the reporting term but was actively addressing the reported issue. 2 = No. The HMIS Lead Agency did not leave any incidents unresolved at the end of the reporting term.

1 No consistent documentation to show they are addressing the unresolved incidents, as they are not properly closing ticket items.

Haver recently changed their tracking system suggesting they are aware of the issue and have moved to correct it.

B8. Did the HMIS Lead Agency apply and receive an award for an HUD HMIS dedicated grant through the last NOFA competition?

2 0= No. HMIS Lead Agency did not apply for a HUD HMIS dedicated grant during the last NOFA 1= Partial. HMIS Lead Agency applied for but was not awarded a HUD HMIS dedicated grant2= Yes. HMIS Lead Agency applied for and received a HUD HMIS dedicated grant

2 Documentation Verified on ESNAPS

B9. Does the HMIS Lead Agency prepare and submit an annual HMIS budget to the RCCC?

1 0 = No. HMIS Lead Agency did not prepare or submit an annual HMIS budget to the RCCC1 = Partial. HMIS Lead Agency did prepare, but did not submit, an annual HMIS budget to the RCCC2 = Yes. HMIS Lead Agency did prepare and submit an annual HMIS budget to the DAC on behalf of the RCCC

1 Did not submit to RCCC Board or Executive Committee. As part of scoring, the HMIS Budget was submitted to Evaluation Scoring Committee.

B10. Does the HMIS Lead Agency manage expenditures in accordance with the HUD approved HMIS budget?

0 0 = No. HMIS Lead Agency did not manage expenditures in accordance with the HUD approved budget resulting in a positive LOCCS balance at the end of the operating year 1 = Partial. HMIS Lead Agency did not manage expenditures in accordance with the HUD approved budget, but there was not a positive LOCCS balance at the end of the operating year. 2 = Yes HMIS Lead Agency managed expenditures within the HUD approved budget

2 LOCCS positive balance on one grant

B11. Did the HMIS Lead Agency retain supporting documentation and financial records detailing all HUD funded expenditures and reimbursements?

2 0 = No. HMIS Lead Agency did not retain supporting documentation and financial records detailing all HUD funded expenditures and reimbursements1 = Partial. HMIS Lead Agency did not retain sufficient supporting documentation and financial records detailing all HUD funded expenditures reimbursements2 = Yes. HMIS Lead Agency did retain supporting documentation and financial records detailing all HUD funded expenditures and reimbursements

2 Quickbooks and Audited by Accountants

B12. Did HMIS Lead Agency provide the required match for their HUD HMIS grant?

1 0= HMIS Lead Agency did not provide the required match1= HMIS Lead Agency provided the required match2= HMIS Lead Agency provided in excess of the required match amount (as set by HUD in the NOFA)

1 Match requirement reconciliation document showed

B13. Did the HMIS Lead Agency draw funds from LOCCS at least quarterly?

2 0 = No. HMIS Lead Agency did not draw down funds from LOCCS at least quarterly2 = Yes. HMIS Lead Agency draw down funds from LOCCS at least quarterly

2 Yes, viewed record in LOCCS

B14. Did the HMIS Lead Agency submit the HMIS Dedicated Grant APR within 90 days of the end of the operating year?

2 0 = No. HMIS Lead Agency did not submit the HMIS APR within 90 days of the end of its HUD operating year, resulting in a suspension of eLOCCS access1 = Partial. HMIS Lead Agency did not submit the HMIS APR within 90 days of the end of its HUD operating year2 = Yes. HMIS Lead Agency submitted the HMIS APR within 90 days of the end of its HUD operating year

2 Viewed APRs in ESNAPS

1968%

Section B- Project Management



15

Documentation Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreC1. Does HMIS Lead Agency have a process through which end-user licenses are granted and rescinded and is the process timely and responsive to the needs of the participating providers? 2

0= No. HMIS Lead Agency does not have a process through which end-user licenses are granted and rescinded.1= Partial. HMIS Lead Agency has a process through which end-user licenses are granted and rescinded, but the process is not timely and responsive to the needs of providers.2= Yes. HMIS Lead Agency has a process through which end-user licenses are granted and rescinded and it is timely and responsive to the needs of providers.

2We reviewed the ticketing system. Tickets were not closed in a timely manner.

We audited several user request tickets. Although they were not closed in the WorkForce system, when we looked them up in ServicePoint, the users were all there. The overall process needs to be better

C2. Does HMIS Lead Agency have a clearly defined and transparent process through which amendments and revisions to the MOU are made?

0 0= No. HMIS Lead Agency does not have a clearly defined and transparent process through which amendments and revisions to the MOU are made.2= Yes. HMIS Lead Agency has a clearly defined and transparent process through which amendments and revisions to the MOU are made.

2

No documentation

C3. Does HMIS Lead Agency regularly participate in the CoC meetings and related data subcommittees?

2 0= No. The HMIS Lead does not participate in CoC and related subcommittee meetings.1= Partial. The HMIS Lead participates in fewer than 50% of the CoC and related subcommittee meetings.2= Yes. The HMIS Lead actively and regularly participates in CoC and related subcommittee meetings.

2Know of no issues where RTFH is not represented.

No documents were requested. We also participate in community meetings and know of no issues where RTFH is not appropriately represented.

C4. Has HMIS Lead Agency implemented a transparent process, including clear escalation procedures, by which consumers may report issues and complaints, and by which issues, complaints, and resolutions are documented for inspection by CoC leadership?

0 0= No. There is not a transparent process in place to address consumer issues, including requests to remove data from HMIS.1= Partial. There is evidence that the transparent process in place has not been followed.2= Yes. There is a transparent process in place, and it is followed.

0

No process and documentation provided

C5. Did the HMIS Lead Agency coordinate any local-specific changes to the Service Point software through a coordinated process with the DAC?

2 0 = No. The HMIS Lead Agency did not coordinate any software changes with the DAC.1= Partial. The HMIS Lead Agency coordinated some, but not all, software changes with the DAC.2 = Yes. The HMIS Lead Agency did coordinate all software changes with the DAC. NOTE: In the instance there were no changes to ServicePoint, this question would be scored Yes.

2 Formalization needed but we saw some docs from Dolores about coordinated assessment

There are also DAC minutes that cover BNL progress.

C6. Does the HMIS Lead Agency document and report to the DAC on behalf of the RCCC all software technical issues experienced by providers?

0 0 = No. The HMIS Lead Agency does not document all software and technical issues experienced by providers1 = Partial. The HMIS Lead Agency does document all software and technical issues experienced by providers, but does not report them to the DAC on behalf of the RCCC2 = Yes. HMIS Lead Agency does document all software and technical issues experienced by providers and does report them effectively to the DAC on behalf of the RCCC

0 No documentation provided

6

50%

Section Scoring

Total Score for Section (#)

Total Score for Section (%)

Section C- Management and Operations: Governance


16

Documentation Verified Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreD1. Does the HMIS Lead have written policies and procedures, including a Data Quality Standard/Plan, Privacy and Security Plan, that have been approved by the CoC?

2 0= No. The HMIS Lead does not have written policies and procedures.1= Partial. The HMIS Lead has written policies and procedures, but they have not been approved by the CoC.2= Yes. The HMIS Lead has written policies and procedures that have been approved by the CoC.

2 Policy and Procudures are well documented and available on the RTFHSD.ORG website.

D2. Did HMIS Lead Agency notify the DAC on behalf of the RCCC of any violations of HMIS agreements and/or policies?

2 0= No. HMIS Lead Agency did not notify the DAC on behalf of the RCCC of any violations of HMIS agreements and/or policies1= Partial. HMIS Lead Agency notified the DAC on behalf of the RCCC of some violations of HMIS agreements and/or policies, but there is evidence that some violations were not reported2= Yes. Of the identified violations, HMIS Lead Agency is able to demonstrate that they notified the DAC on behalf of the RCCC of them all

0 Informal notification of one incident. Formal process needs to be implemented so documentation can be verified.

D3. Does the HMIS Lead Agency have a protocol and process in place to monitor CHOs compliance with all established HMIS policies and procedures?

0 0 = No. HMIS Lead Agency did not monitor any CHOs during the operating year1 = Partial. HMIS Lead Agency monitored and documented the results of over 50% of the CHOs compliance with all HMIS Policies and Procedures2 = Yes. HMIS Lead Agency monitored and documented the results of 100% of the CHOs compliance with all HMIS Policies and Procedures

0 No documentation provided

D4. Does HMIS Lead Agency have a transparent and comprehensive Hardware and Software Disaster Response and Recovery Plan which is reviewed at least annually by the CoC?

1 0= No. HMIS Lead Agency does not have a Hardware and Software Disaster Recovery Plan.1= Partial. HMIS Lead Agency has a Disaster Recovery Plan, but it is not reviewed at least annually by the CoC.2= Yes. HMIS Lead Agency has a Disaster Recovery Plan and it is reviewed at least annually by the CoC.

2 Only a plan by Bowman to protect HMIS data.

We are aware that Bowman protects the HMIS data. In the future we would like to see documentation on this. We are further aware that there is no documents that describe the disaster recovery plan for local operational data. Nor is there a plan that discusses the Disaster recover operation for the agency as a whole.

D5. If applicable, has the HMIS Lead agency developed a data exchange plan which details the responsibilities of and resources needed by a service provider participating through data integration?

0= No. HMIS Lead Agency has not developed a data exchange plan which details the responsibilities and resources needed by a service provider participating through data integration.2= Yes. HMIS Lead Agency has a data exchange plan which details the responsibilities and resources needed by a service provider participating through data integration.

2 Removed per further discussion

D6. If applicable, has the HMIS Lead Agency developed a clear exchange format which includes the technical process, schedule, and acceptance criteria for service providers which are participating in HMIS through data uploads?

0= No. HMIS Lead Agency has not developed a clear exchange format which includes the technical process, schedule, and acceptance criteria for service providers which are participating in HMIS through data uploads2= Yes. HMIS Lead Agency has developed a clear exchange format which includes the technical process, schedule, and acceptance criteria for service providers which are participating in HMIS through data uploads.


D7. Does the HMIS Lead Agency have standards or protocols in place to monitor and assess the quality of data migration into the HMIS System of Record?

0 = No. The HMIS Lead Agency does not have standards in place to monitor and assess the quality of data migration into the HMIS System of Record. 1 = Partial. The HMIS Lead Agency has standards in place to monitor and asses the quality of data migration into the HMIS System of Record but has not implemented them. 2 = Yes. The HMIS Lead Agency has standards in place to monitor and assess the quality of data migration into the HMIS System of Record. NOTE: If HMIS Lead Agency is not accepting information from any other databases, this question will be scored as yes.


D8. Does the CoC have a comparable database that HMIS Lead Agency has verified as being compliant with HUD standards (e.g., domestic violence)?

1 0= No. There is no comparable database that HMIS Lead Agency has verified as compliant1= Partial. There is a comparable database, but HMIS Lead Agency has not verified it as compliant2= Yes. There is a comparable database and HMIS Lead Agency has verified it as compliant with HUD standards NOTE: If the RCCC does not have any programs such as Violence Against Women Act (VAWA), a comparable database is not required and this question will be scored as yes.

2 Viewed online mission statement by CHO that verifies need for DV database.

It is the opinion of the monitoring team that RTFH needs to have a separate data base for domestic violence victims served by agencies whose primary mission is serving this population.

D9. Does HMIS Lead Agency receive data from comparable databases on an at least annual basis?

0= No. HMIS Lead Agency does not receive data at least annually from comparable databases.1= Partial. HMIS Lead Agency receives data from some comparable databases on an annual basis.2= Yes. HMIS Lead Agency receives data from all comparable databases on an annual basis. NOTE: If HMIS Lead Agency is not accepting information from any other databases, this question will be scored as yes.


6

60%

Section D- Policies and Procedures

Section Scoring




17

Documentation Verified Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreE1. Does HMIS Lead Agency monitor non-HUD funded programs that enter data into HMIS for compliance with HMIS standards?

2 0= No. There is no monitoring of non-HUD funded programs1= Partial. HMIS Lead Agency monitors non-HUD funded programs but does not communicate results to the DAC on behalf of the RCCC2= Yes. HMIS Lead Agency monitors non-HUD funded programs and communicates results to the DAC on behalf of the RCCC

2 Data completeness standards published on RTFH website

RTFH monitors non HUD funded programs the same way they monitor HUD funded programs. They pointed to the data completeness reports published on their website.

E2. Does the HMIS Lead Agency monitor compliance by all CHOs on at least an annual basis with HMIS participation requirements, policies and procedures, privacy standards, security requirements and data quality standards through a formal monitoring process?

1 0 = No. The HMIS Lead Agency does not have a formal monitoring process and does not monitor all CHOs on an annual basis1 = Partial. The HMIS Lead Agency does have a formal monitoring process but does not monitor all CHOs on an annual basis2 = Yes. The HMIS Lead Agency does have a formal monitoring process and does monitor all CHOs on an annual basis

1 This is just beginning now. RTFH will document for next year.

E3. Does HMIS Lead Agency monitor CHOs to ensure that privacy policies and notices pertaining to the collection, storage and use of client information are provided to clients at project enrollment?

0 0= No. HMIS Lead Agency does not monitor CHOs to ensure that privacy policies and notices pertaining to the collection, storage and use of client information are provided to clients at project enrollment2= Yes. HMIS Lead Agency does monitor CHOs to ensure that privacy policies and notices pertaining to the collection, storage and use of client information are provided to clients at project enrollment

0 No

E4. Does HMIS Lead Agency ensure that all CHOs can run their required reports from HMIS?

1 0= No. HMIS Lead Agency does not ensure that all CHOs can generate mandated reports1= Partial. HMIS Lead Agency trains CHOs on generating mandated reports, but does not monitor CHOs on their ability to generate them2= Yes. HMIS Lead Agency trains and monitors CHOs on generating mandated reports

1 Video based training so hard to document. New system will be implemented.

E5. Did the HMIS Lead Agency monitor and report to the DAC on behalf of the RCCC on the status of the HMIS software, including downtime, failed logins, and other defined metrics.

0 0 = No. HMIS Lead Agency did not monitor or report to the DAC on behalf of the RCCC on the defined system metrics1 = Partial. HMIS Lead Agency monitored and reported on system metrics to the DAC on behalf of the RCCC, but did not resolve issues to the RCCC's satisfaction 2 = Yes. HMIS Lead Agency monitored, reported and resolved all issues identified throughout the designed system metrics.

0 No

E6. Does the HMIS Lead monitor CHOs for compliance with the HUD HMIS Data and Technical Standards?

0 0= No. The HMIS Lead does not monitor CHOs for compliance with the HUD HMIS Data and Technical Standards.1= Partial. The HMIS Lead monitors CHOs for compliance with the HUD HMIS Data and Technical Standards, but does not meet one or more of the following conditions: monitors annually; uses a standard monitoring tool and process; and shares results with the CoC.2= Yes. The HMIS Lead monitors CHOs at least annually for compliance with the HUD HMIS Data and Technical Standards, uses a standard tool and process for monitoring, and shares results with the CoC.

0 No

E7. Does the HMIS Lead monitor CHOs for compliance with HIPAA, the HEARTH Act, and other federal, state and local laws pertaining to PII.

0 0= No. The HMIS Lead does not monitor CHOs for compliance with PII laws.2= Yes. The HMIS Lead monitors CHOs for compliance with PII laws.

0 No

4

29%

Section E- CHO Monitoring

Section Scoring




18

Documentation Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreF1. Does the HMIS Lead have a formal, written End User Agreement with every person who has access to the HMIS and to client identifiable data?

1 0= No. The HMIS Lead does not have formal, written End User agreements with every person who has access to the HMIS and to client identifiable data.1= Partial. The HMIS Lead has End User agreements in place, but there is evidence that they are not in place with all persons who have access to HMIS and to client identifiable data.2= Yes. The HMIS Lead has End User agreements in place with all persons who have access to HMIS and to client identifiable data.

2 Unable to provide full documentation of all persons selected by us.

We selected 10 names from the list of active users. RTFH staff were able to find less than half of their agreements.

F2. Does the HMIS Lead Agency provide technical assistance and support to system users?

1 0 = No. The HMIS Lead Agency does not provide technical assistance to system users.1 = Partial. The HMIS Lead Agency does provide technical assistance to system users, but not to the satisfaction of the RCCC (timeliness, effectiveness, user friendliness). 2 = Yes. The HMIS Lead Agency does provide sufficient and timely technical assistance to system users. NOTE: Satisfaction will be measured via surveys administered to users by HMIS Lead Agency.

2 Sales force document showed tickets created by or for system users.

We asked for all tickets that were open or closed during the first week in October. The list was quickly generated and produced. Unfortunately it appeared that only two staff were using the ticketing system and then only partially.

F3. Does the HMIS Lead Agency have a comprehensive training curriculum and schedule (including privacy, security and policies and procedures) established that fully meets the HMIS training needs of the CoC?

2 0 = No. The HMIS Lead Agency does not have a comprehensive training curriculum and schedule established1 = Partial. The HMIS Lead Agency does have a training curriculum and schedule established, but it does not meet the HMIS training needs of the CoC2 = Yes. The HMIS Lead Agency does have a comprehensive training curriculum and schedule established that does meet the HMIS training needs of the CoC NOTE: The HMIS Lead Agency will measure whether training needs are met through a survey administered to users.

2 Showed us a well organized, seemingly robust, internally created library of training videos. This speaks to comprehensive and curriculum. They also showed us optional surveys offered to students at the end of training.

Surveys are adequate to signal the needs of the user as being met. Surveys are optional and users don't know what they don't know. How can they know if anything was missing from their training. The training curriculums currently used only incorporates workflow and not security, P&P, etc.

F4. Does the HMIS Lead Agency require all CHO Agency Administrators to participate in trainings?

2 0 = No. The HMIS Lead Agency does not require CHO Agency Administrators to participate in HMIS trainings1 = Partial. The HMIS Lead Agency does require CHO Agency Administrators to participate in HMIS trainings, but does not have a formalized process for monitoring.2 = Yes. The HMIS Lead Agency does require CHO Agency Administrators to participate in HMIS trainings and does have a formalized process for monitoring and reporting

1 It SOP that no one will be issued a license if they do not complete certain trainings. Did not see a formalized monitoring and reporting feature beyond what is required by HUD annually.

Agency Admins do not go through additional or specialized trainings which is highly recommended.

F5. Does the HMIS Lead Agency track and ensure that all CHO end users receive adequate and complete HMIS training prior to being granted an end user license?

1 0 = No. The HMIS Lead Agency does not certify that any end users receive adequate and complete training before being granted an end user license.1= Partial. The HMIS Lead Agency certifies that some, but not all, end users receive adequate and complete training before being granted an end user license.2 = Yes. The HMIS Lead Agency does certify that all end users receive adequate and complete training before being granted an end user license

2 Could not find all training certificates for users that were pulled, including agency admin. Does not have an efficient tracking system.

F6. Does the HMIS Lead Agency ensure that all active CHO end users complete annual HMIS training?

2 0 = No. The HMIS Lead Agency does not ensure that any active CHO HMIS end users receive annual HMIS training 1= Partial. The HMIS Lead Agency ensures that some, but not all, active CHO HMIS end users receive an annual HMIS training2 = Yes. The HMIS Lead Agency does ensure that all active CHO HMIS end users receive annual HMIS training

2 There is not a formal system in place to support annual trainings. Nor does there seem to be a formal curriculum for annual trainings.

If it was not for the change in Data Standards that required training, this would have been a zero.

975%

Section F- Training and Support



19

Documentation Notes on DocumentationQuestion Score Scoring Detail RTFH Self-ScoreG1. Has the HMIS Lead Agency developed customized local HMIS reports that are readily available to the public and RCCC via the DAC?

2 0 = No. HMIS Lead Agency has not developed customized or standard reports 1 = Partial. HMIS Lead Agency has developed customized and standard reports, but they are not easily accessible by the public and RCCC via the DAC2 = Yes. HMIS Lead Agency has developed customized and standard reports that are easily accessible by the public and RCCC via the DAC

2 Dashboard reports on line.

G2. Has the HMIS Lead Agency developed system-level customized reports for system analysis as requested by the RCCC Governance Board (e.g., RCCC dashboards)?

2 0 = No. HMIS Lead Agency has not developed customized or standard reports 1 = Partial. HMIS Lead Agency has developed customized and standard reports, but not all requested by the RCCC Governance Board.2 = Yes. HMIS Lead Agency has developed all customized system reports as requested by the RCCC Governance Board

2 Dashboard reports on line.

G3. Has the HMIS Lead Agency been successful in meeting the HUD HMIS reporting requirements (i.e. AHAR, APR, HIC, PIT)

2 0 = No. HMIS Lead Agency was not successful in meeting any of the HUD HMIS reporting requirements 1= Partial. HMIS Lead Agency was successful in meeting some of the HUD HMIS reporting requirements but not all

2 Viewed documentation of submittal.

Recommendation: Whenever a report is submitted, RTFH should print out a hard copy of the report and confirmation of report submission for records

G4. Does the HMIS Lead Agency produce program level data quality reports on a quarterly basis for review by the CHOs?

2 0 = No. The HMIS Lead Agency does not produce program level data quality reports on a quarterly basis for review by all CHOs1= Partial. The HMIS Lead Agency produces program level data quality reports, but does not do so on a quarterly basis for all CHOs2 = Yes. The HMIS Lead Agency does produce program level data quality reports on a quarterly basis for review by all CHOs

2 The data completeness reports are program level and updated on a regular basis.

Scored based on Data Completeness reports. Moving forward, the RTFH will need to incorporate 'data quality'.

G5. Does the HMIS Lead Agency produce program level data quality and participation reports on a quarterly basis for review by the DAC and RCCC?

2 0 = No. The HMIS Lead Agency does not produce program level data quality and participation reports on a quarterly basis for review by the DAC and RCCC1= Partial. The HMIS Lead Agency produces program level data quality and participation reports, but does not do so on a quarterly basis for review by the DAC and RCCC2 = Yes. The HMIS Lead Agency does produce program level data quality and participation reports on a quarterly basis for review by the DAC and RCCC

2 Quarterly Data Completeness Report posted on RTFH Website

Scored based on Data Completeness reports. Moving forward, the RTFH will need to incorporate 'data quality'.

G6. Does HMIS Lead Agency use HMIS to generate the sheltered PIT count for the RCCC?

2 0= No. HMIS Lead Agency does not use HMIS to generate the sheltered PIT count1= Partial. HMIS Lead Agency is able to use HMIS to generate the sheltered PIT count for 75% or fewer of their CHOs2= Yes. HMIS Lead Agency is able to use HMIS to generate the sheltered PIT count for more than 75% of their CHOs

2 No documentation. However staff described how RTFH staff enter data into the HMIS on the night of the PIT for all non participating

100% participation through staff data entry.

12

100%

Section G- Reporting

Section Scoring




20

Section Item NumberMinimum

Possible ScoreMaximum Possible

Score Final Score Percent1 0 2 22 0 2 13 0 2 14 0 2 15 0 2 26 0 2 1

A Subtotal: 0 12 8 67%



Score Final Score Percent1 0 2 22 0 2 03 0 2 24 0 2 25 0 2 16 0 2 17 0 2 18 0 2 29 0 2 1

10 0 2 011 0 2 212 0 2 113 0 2 214 0 2 2

B Subtotal: 0 28 19 68%




C Subtotal: 0 12 6 50%



Score Final Score Percent1 0 2 22 0 2 23 0 2 04 0 2 15 06 07 08 0 2 19 0

D Subtotal: 0 10 6 60%



Score Final Score Percent1 0 2 22 0 2 13 0 2 04 0 2 15 0 2 06 0 2 07 0 2 0

E Subtotal: 0 14 4 29%




F Subtotal: 0 12 9 75%




G Subtotal: 0 12 12 100%

Minimum Possible Score

Maximum Possible Score

Final Score Percent

0 100 64 64%

A

G

F

C

E

B

D

21

Acronym Literal TranslationAHAR Annual Homeless Assessment ReportAPR Annual Progress ReportCHO Contributory HMIS OrganizationCoC Continuum of CareDAC Data Advisory Committee

HEARTH Homeless Emergency Assistance & Rapid Transition to HousingHIC Housing Inventory Chart

HIPAA Health Insurance Portability and Accountability ActHMIS Homeless Management Information SystemHUD U.S. Department of Housing & Urban Development

LOCCS Line of Credit Control SystemMOU Memorandum of UnderstandingPII Personally Identifiable InformationPIT Point in Time Count

RCCC Regional Continuum of Care Council

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25

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1

January 6, 2017

Debra Fischle-Faulk Vice President, Procurement and Compliance San Diego Housing Commission 1122 Broadway San Diego, CA. 92102

CONTRACT PERFORMANCE MONITORING REPORT

This is in response to the letter dated December 21, 2016, to the Regional Task Force on the Homeless (RTFH) where the RTFH is providing a written response to the identified concerns from the monitoring visit conducted by the SDHC in August 2016.

The SDHC has requested the RTFH respond to the following concerns:

A. Homeless Management Information System (HMIS)1) “Unspecified quality assurance processes for significant HMIS activities such as software upgrades and

porting or transferring data in from other systems.”

ResponseThe RTFH conducts quality assurance testing when the software vendor releases software upgrades, etc.,and is currently working with HUD TA providers to develop a report to the Data Advisory Committee(DAC) to document these activities.

There have been two instances where data needed to be imported. The first was approximately threeyears ago when the RTFH successfully imported data from one other system (CSTAR); the second was inFebruary, 2016 with the import of data from San Diego’s 25 Cities efforts. In both instances the assuranceof a quality import was a partnership between the RTFH, the importing entity, and the vendor.

In April, 2016, the RCCC approved revised HMIS Policies and Procedures. Current HMIS policies do notinclude language regarding integration of data from other systems. HUD HMIS TA providers, the RTFHand the DAC have discussed the issue and are committed to work together this fiscal year to develop apolicy. Should a policy be approved, a corresponding procedure will be developed to document the qualityassurance process and necessary report for the DAC.

The RTFH appreciates the recommended actions outlined in the Monitoring Report as they complementrecommendations offered in the most recent HMIS monitoring performed by the DAC. Discussion andactivities to address recommendations are currently underway.

2) “While RTFH reports regular communications between the Vendor and RTFH regarding programmingspecifications and changes/updates to reports, there are recent examples that indicate thiscommunication is lacking or inadequate.”

29

2

Response The RTFH requested additional information/specifics from the SDHC with regard to this concern. The example provided involved a report that the vendor no longer maintains yet continues to make available in the ServicePoint gallery as a canned report. The vendor reported successful use of the report by other CoC’s even though a certain section has not been maintained/updated due to changes in a federal definition. The fact that the vendor had not maintained the report and did not communicate that fact to the RTFH caused a problem for CoC funded agencies including the SDHC during the most recent local scoring process. The RTFH elevated the issue with the vendor. As a result, the RTFH and Bowman now have a regularly scheduled conference call that includes the RTFH, the Chief Operations Officer and Sr. technical staff for ServicePoint. Discussions are focused on topics similar to this to avoid issues of this nature from occurring in the future.

B. Housing Inventory (HIC) and Point-In-Time Count (PITC) 1) “Lack of explicit, written local HIC procedures/guidance leading to a number of potential errors in

reporting the housing inventory. Written materials are needed to insure accurate methodologies for the HIC and to educate homeless housing providers.”

Response The HIC is a technical report to HUD that demonstrates inventory and occupancy of the inventory for one night in January. HUD specifically outlines the “methodology” to be used and issues guidance to CoC’s.

The HIC report begins with the information from the HMIS system. Preparation for the HIC is year-round as it relies on timely data completeness. The RTFH promotes timely data completeness year round by training and publishing the data for CoC and non-CoC funded programs on a regular basis. The HIC and sheltered PITC number of persons reported in emergency shelter, Safe Havens, and transitional housing projects in the PIT fields of the HIC must match the sum total of all sheltered persons reported in the PIT count. This presents a challenge for San Diego’s CoC as there are no incentives for non-HMIS participating organizations to provide the data; and there are no incentives for HMIS participating organizations to ensure timely data completeness for the night in question.

Leading up to the count, the RTFH notifies/reminds agencies of the date the HIC and sheltered PITC will take place. RTFH continues promotion of timely data entry to ensure accurate HIC/sheltered PITC data.

In addition, to running the report from the HMIS, the RTFH has incorporated an additional verification process that includes 100% of all lodging projects (from both HMIS and non-HMIS participating organizations) to verify inventory and occupancy for the PITC night.

The SDHC has historically delegated programmatic reporting including the HIC to its sub-recipients. For the last two years the SDHC has taken a more hands-on approach to this issue by taking the lead and/or reporting the inventory of the SDHC’s programs to the RTFH. This action will minimize potential error and will assist the RTFH by encouraging and/or mandating timely and accurate HMIS participation.

It is recommended that the SDHC leverage its contracting process with homeless service providers to require them to provide timely and accurate information on homeless dedicated inventory and persons in occupancy for the Housing Inventory and Sheltered Count. This will minimize the potential for inaccuracies.

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3

In addition, the RTFH will work with the Executive leadership of the CoC to message the importance of cooperating with the RTFH to ensure an accurate Housing Inventory and Sheltered Count for the 2017 count.

The RTFH will be engaging contracted staff support during the PITC peak period to assist with documentation and follow-up with non-compliant agencies.

2) “Inadequate or inaccurate project set up in HMIS potentially negatively impacts bed utilization in the HIC.”

Response The RTFH does not disagree that “Inadequate or inaccurate project set up in HMIS” potentially negatively impacts reporting, etc. For this reason, the RTFH has incorporated a Statement of Work (SOW) process that requires the provider to work with the RTFH and sign off on the SOW BEFORE a project is “set up” in the HMIS

The RTFH applauds the SDHC for taking the lead with providers in the City of San Diego on matters involving the HMIS.

3) “A strategy or methodology to gather housing inventory on all homeless housing providers (non-CoC

and non-HMIS) in the community does not exist. RTFH indicates they are confident that non-CoC youth providers are not included in the HIC.”

Response As stated in question 1, HUD issued the 2017 HIC and PITC guidance. The RTFH appreciates and agrees with the recommendations outlined in the report and will work to implement most if not all the recommendations for the 2017 WeAllCount campaign. Thank you for the opportunity to respond to the report. The RTFH believes in continuous improvement and thanks the SDHC for its recommendations. Should you have additional questions/concerns please feel free to contact me at 858.292.1392. Respectfully,

DOLORES R. DIAZ Executive Director Regional Task Force on the Homeless Cc: Julia Sauer, Director of Grant Writing/Quality Assurance/Special Programs

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